General Information
Important Dates & Deadlines
Sponsorship Opportunities
- Evening Event Sponsor Benefits ($1,500)
- Closing Reception Benefits ($850)
- Welcome and Wake-Up Sponsor Benefits ($750)
- Supporting Sponsor Benefits ($500)
- Schedule and Events
- Location and Floor Plan
- Booth
Assignments
- Exhibit Booth Fees & Benefits
- Payment Schedule
- Booth Specifications
- Service Contractor
- Rules and Regulations
- Cancellation Policy
- Publicity for Exhibitors
Membership
Don't miss out on this year's conference! Not a member? Not a problem. Simply fill out our corporate membership form to receive special discounts for the conference.
General Information
NEMA Contact
Heather A. Riggs, Publications Manager & Corporate Membership
22 Mill Street, Suite 409, Arlington, MA 02476
781-641-0013 (phone), 781-641-0053 (fax)
Email: nemaconf08 (at) tiac.net
Hotel
Crowne Plaza Hotel
801 Greenwich Avenue
Warwick, Rhode Island, 02886
Phone: 401-732-6000 or 800-227-6963
Fax: 401-732-5715
www.crowneplaza.com (input code “NEM” if reserving online)
Room rate:
$125 Single or Double. Special room requests may be indicated, but cannot be guaranteed (king bed, etc.) Reservations must be made by October 21st to guarantee conference rates.
Important Dates & Deadlines
Exhibit Booths:
By August 13
Early-Bird discounted booth reservation due (Corporate Members only).
Only Corporate Members will be assigned booths before August 13th. All others will be assigned in the order received beginning August 14th.
By September 17
All booth reservations and final payments due.
Advertising:
By August 13
Advertising reservations require a 50% deposit. Full payment is due September 17, 2008.
After August 13
Advertising reservations require payment in full.
By September 17
All advertisements must be received and paid in full.
Sponsorship:
By July 18
Agreements set by this date will be acknowledged in the fall issue of NEMA News, in the Preliminary Program, and the Conference Program.
By August 27
Agreements set by this date will be acknowledged in the fall issue of NEMA News and the Conference Program.
By October 15
Agreements set by this date will be acknowledged in the Conference Program.
Conference Sponsorship Opportunities
Please contact NEMA to discuss the below sponsorship opportunities or to customize a sponsorship to your company’s needs. Call 781-641-0013.
Supporting Sponsor ($500)
- Mid-Morning Coffee Breaks
- Afternoon Coffee Breaks
- The opportunity to welcome event participants.
- The opportunity to display company sign and promotional brochures at event.
- The opportunity to display imprinted napkins with firm's name.
- Display promotional materials on the "Conference Sponsors Literature Table."
- Place promotional materials in the registration packet given to all attendees.
- 50% discount on a one-sixth-page advertisement in the final program book, or credit toward a larger advertisement.
- Complimentary registration for one company representative.
- Acknowledgment and company logo in the preliminary program book with agreement by July 18, 2008.
- Acknowledgment, company logo, and 50-word company description in the final program book with agreement by October 15, 2008.
- Acknowledgment in the fall issue of NEMA News with agreement by August 27, 2008.
- Acknowledgment in the
winter issue of NEMA News.
- Exhibit Hall Closing Reception Friday Afternoon ($850)
- Friday Morning Coffee ($750)
All of the above benefits, plus:
- Complimentary registration for one additional company representative.
- Complimentary one-sixth-page advertisement in the final program book, or credit toward a larger advertisement.
- Registration mailing list before conference with agreement by October 10th or full conference registration mailing list after conference.
- 10% discount on an advertisement in the fall, with agreement by August 27, or winter issue of NEMA News
Reception Sponsor ($1,250)
- Exhibit Hall Opening Reception Thursday Evening
All of the above benefits, plus:
- Complimentary one-sixth-page ad in NEMA News or credit toward a larger ad.
- Certificate of Appreciation for supporting NEMA, signed by the President and Executive Director.
- Complimentary one year listing in NEMA’s Products & Services Directory.
Evening Event Sponsor ($1,500)
- Wednesday Evening: An Evening in Providence
- Thursday Evening: An Evening at Slater Mill; or Rough Point and the Newport Art Museum
All of the above benefits, plus:
- Complimentary tickets for two company representatives to the sponsored event.
- Acknowledgment at the evening event.
- 20% off a booth in the
Exhibit Hall, based on availability.
Conference Program Advertising
Don't miss this chance to feature your company in the NEMA 2008 Conference Program. The Program is distributed to all conference registrants—that's more than 800 museum professionals! It includes full, half, and one-sixth page advertisements. (This is a publication that delegates keep for future reference.)
Advertising Rates
Ad size |
Dimensions | Full Price | Corp. Member | Corp.
Member with an Exhibit Booth |
| Full
Page |
8 x 10.5" | $625 | $525 | $467 |
| Half Page | 7.5 x 4.8 " (horiz) | $425 | $375 | $334 |
| 1/6-Page | 2.25 x 4.8 " (vert) | $225 | $200 | $178 |
Payment Schedule:
Before August 13:
Reservations require a 50% deposit.
Full payment is due by September 17, 2008.
After August 13:
Reservations require payment in full.
By September 17:
All advertisements must be received by this date and paid in full.
Advertisement Specifications & Deadline:
The program book is black ink on white paper. All ads must be received by September 17, 2008. Ads should be submitted as a .tif, .eps or .pdf file formatted for a PC. Files must be at a resolution of 300 dpi at full size. No bleeds. You must include a proof of the ad.
Additional Advertising Opportunities through NEMA:
NEMA is the only organization serving all museums in the region, and the best way to reach potential customers in the six New England states. With a circulation of over 2,400, NEMA News is a quarterly publication that is filled with feature stories, grant information, professional development opportunities and exhibition listings. If you would like to place an ad in NEMA News please call the NEMA office, 781-641-0013.
Advertising Rates in NEMA News for Corporate Members
One sixth page [2¼” x 4¾”] vertical only |
$75 |
Half page [7½” w x 4¾” h] horizontal only |
$175 |
Full page [7½” w x 9½” h]* |
$250 |
Save More With Our Quantity Discount!
Run three consecutive advertisements in NEMA News and get a fourth for free. You can substitute a new design at any time—just be sure to keep the same dimensions. There are only a limited number of advertising cycles available.
Ad Deadlines for NEMA News
Spring issue - February 1
Summer issue - May 1
Fall issue - August 1
Winter issue - November 1
Exhibit Hall
Schedule and Events | Location and Floor Plan | Booth Assignments | Exhibit Booth Fees & Benefits | Payment Schedule | Booth Specifications | Service Contractor | Rules and Regulations | Cancellation | Publicity for Exhibitors | Raffle
Early-Bird Deadline: August 13, 2008!
Exhibit Hall Schedule and Events
(NEMA reserves the right to modify exhibit hall hours and events in order to meet program and conference needs).
| Date | Morning | Mid-day | Afternoon | Evening |
| Wednesday | 5:00–8:00 pm Exhibitor Set-Up |
|||
| Thursday 7:30 am - 6:00 pm Exhibit Hall Open to Exhibitors |
8:00 am Exhibit Hall Opens 8:00–9:00 am Coffee in Exhibit Hall* 10:30–11:00 am Coffee in Exhibit Hall* |
12:30–2:00 pm Box Lunch Distributed in Exhibit Hall |
2:30–3:00 pm Coffee in Exhibit Hall* |
4:45–5:45 pm Exhibit Hall Reception* 6:00 pm Exhibit Hall Closes Evening Events All Welcome |
| Friday 8:00 am - 4:00 pm Exhibit Hall Open to Exhibitors |
8:00 am Exhibit Hall Opens 8:00–8:45 am Coffee in Exhibit Hall* 10:15–10:45 am Coffee in Exhibit Hall* |
12:15–1:00 pm Exhibit Hall Raffle Prizes & Closing Reception* |
1:30 pm Exhibit Hall Closes 1:30–4:00 pm Exhibit Hall Move-Out |
*No other programs or events will occur at this
time.
Booth set-up
Wednesday, November 12, 5:00–8:00 pm.
If your set-up requires more time, call 781-641-0013.
Exhibit Hall Location and Floor Plan
Booth Sizes
There are 38 booths in the exhibit hall:
10' x 8': Booths #11-26, 37-38
8' x 6': Booths #1-10, 27-36
Exhibit Booth Assignment
Special consideration for NEMA Corporate Members! Between now and August 13, 2008, only reservations with deposits from active Corporate Members will be processed. Beginning August 14, reservations will be processed in the order received. Every effort will be made to honor first-choice locations, but preferred booths are not guaranteed. Requests without a deposit will not be honored until payment is received.
Exhibit Booth Fees
Booth set-up
Wednesday, November 12, 5:00–8:00 pm.
If your set-up requires more time, call 781-641-0013.
Exhibit Hall Location and Floor Plan
Booth Sizes
There are 38 booths in the exhibit hall:
10' x 8': Booths #11-26, 37-38
8' x 6': Booths #1-10, 27-36
Exhibit Booth Assignment
Special consideration for NEMA Corporate Members! Between now and August 13, 2008, only reservations with deposits from active Corporate Members will be processed. Beginning August 14, reservations will be processed in the order received. Every effort will be made to honor first-choice locations, but preferred booths are not guaranteed. Requests without a deposit will not be honored until payment is received.
Exhibit Booth Fees
Booth Size |
Corporate
Early-Bird Rate (by August 13) |
Corporate Member Rate (August 14 or later) |
Non-Corporate
Member Rate (RSVP's only accepted after August 13) |
8' x 6' booth |
$650 | $750 | $875 |
10' x 8' booth |
$750 | $850 | $975 |
Exhibit Hall Booth Benefits
- Full registration for two company representatives. (Additional representatives may register at the member rate.)
- Discount on program book advertisements. (Corporate Members Only)
- Listing in program book (company contact information and 50-word company description).
- Company contact information listed in the winter issue of NEMA News.
- Complimentary Box Lunch on Thursday (you must register for your box lunch).
- A copy of the conference registration list at conference. Please note that free mailing lists of conference registrants are available to conference sponsors. We welcome you to examine our sponsorship opportunities. Mailing lists are available to member exhibitors for a fee.
- Admission to conference sessions.
NEMA Corporate Members Only! Registration mailing lists, electronically or on mailing labels, will be available for purchase before conference. The mailing list will include attendees registered on or before October 10th. Please call the NEMA office for details.
Payment Schedule
By August 13
Reservations require a 50% deposit.
After August 13
Reservations require payment in full.
By September 17
Full payment due; booth may be reassigned if payment not received.
Booth Specifications
Each booth includes:
8' high back wall
3' high side rails
6' hotel table with linen
2 hotel chairs
1 wastebasket
1 Exhibitor ID sign (7" x 44")
All electrical connections will be arranged with and billed by NEMA. A $15 per day fee will apply.
Show Colors: Blue and Beige
Carpet: Exhibit Hall is carpeted.
Service Contractor
SER Expositions Services, Inc.
35B New Street
Worcester, MA 01605
(508) 757-3397
Fax (508) 757-9136
An exhibitor kit detailing available services and their costs will be mailed as booths are reserved.
Shipping Arrangements
All arrangements for shipping and receiving booth materials must be handled by the exhibitor. Details on shipping will be included in the exhibitor’s kit from SER. All boxes/crates must be sent directly to SER by prior arrangement. All other shipments are at the exhibitor’s risk.
Rules and Regulations
- NEMA reserves the right to modify as necessary Exhibit Hall hours and events to meet program and conference needs.
- The exhibitor must handle all necessary arrangements for shipping and receiving booth materials.
- Booths must be staffed during Exhibit Hall hours. Exhibitors dismantling booths before 1:30 pm on Friday, November 14 without prior permission, will be charged a $100 fee.
- Exhibits must not project beyond the space allowed, or obstruct the view of other exhibitors. Noise levels must not interfere with neighboring exhibits.
- Each exhibitor must wear an official exhibitor's badge to gain admission to conference programs and events. Badges cannot be exchanged among representatives.
- Free-standing booths must fit the dimensions of Exhibit Hall booths.
NEMA retains the right to modify the floor plan to the extent necessary for the best interest of NEMA and the Exhibit Hall.
Booth Installation and Dismantling:
Installation may begin November 12, at 5:00 pm and must be completed by 8:00 pm. Any space not occupied and set up by 8:00 pm may be cancelled or reassigned without refund by NEMA. Dismantling of booths begins at 1:30 pm on November 14, 2007. All materials must be completely removed from the Exhibit Hall that afternoon. NEMA is not responsible for materials left in the Exhibit Hall.
Subletting Space:
An exhibitor may not assign, sublet, or apportion all or any part of the space allotted to him/her. Any materials other than those manufactured or distributed by the exhibitor in the regular course of business may not be displayed by the exhibitor or be allowed by the exhibitor to be displayed by other persons or firms.
Security:
The Exhibit Hall will be located in the Crowne Plaza Hotel. Neither NEMA nor the Crowne Plaza Hotel guarantee exhibitors against loss.
Liability:
Neither NEMA, nor the Crowne Plaza Hotel, nor any officer or staff member thereof, will be liable for damage or loss by fire, accident, theft, or any other cause. The exhibitor assumes full responsibility and liability for all injury to any persons or property caused by the exhibitor or in any way related to the exhibitor's display.
Meeting & Booth Cancellations: In the event that the NEMA Exhibit Hall is cancelled due to fire, strikes, government actions, or other causes beyond NEMA's control, NEMA shall not be held liable for failure to hold the Annual Meeting and Exhibit Hall. NEMA will determine the amount of the exhibitor fees to be refunded, if any. Booth cancellations must be in writing. If received prior to August 31, there will be an 80% refund. Cancellations after this date will not be refunded unless a fully paid substitution is secured, at which point an 80% refund will be granted.
Shipping & Receiving:
NEMA strongly encourages sending boxes/crates directly to the Exhibit Hall Service Contractor, SER All American Exposition Services. Contact SER directly at 508-757-3397.
Cancellations
Booth cancellations must be in writing.
By August 31: 80% refund of payment.
After August 31: Cancellations after this date will not be refunded unless a fully paid substitution is secured, at which point an 80% refund will be granted.
In the event that the NEMA Exhibit Hall is cancelled due to fire, strikes, government actions, or other causes beyond NEMA’s control, NEMA shall not be held liable for failure to hold the Annual Meeting and Exhibit Hall. NEMA will determine the amount of the exhibitor fees to be refunded, if any.
Publicity for Exhibitors
Be sure to provide full contact information and a fifty-word description of your company for inclusion in the Conference Program Book. Full contact information will also be listed in the winter issue of NEMA News.
Spotlight Your Company—Be a Part of the NEMA Raffle!
NEMA invites you to promote your company’s products and services by contributing a prize for this year’s annual raffle. Raffle a company product or service, or choose a different gift NEMA attendees will hope to win! The winners will be announced at a special reception in the Exhibit Hall on Friday.
You do not have to be an exhibitor to be a part of the raffle. If you would like to contribute to the raffle please call NEMA at 781-641-0013 for more information about donating a prize.